Executive Administrative Assistant

POSITION SUMMARY

Provides administrative support to Business Unit President and Executive Management Team. Works independently, exercises initiative and judgment on a regular basis. Maintains confidentiality and professionalism while providing administrative support to the BU Executive Management Team.

MINIMUM REQUIREMENTS

Education : HS diploma or GE

Licensure / Certification :

Valid driver’s license and auto insurance.

Qualifications :

Two years of administrative experience

Strong customer service focus

Excellent time management

Excellent written and oral communication skills

Proficient in use of a computer, Word processing, communication, typing, and general office skills

Ability to work as part of a team and to maintain a positive, professional helping role

Preferred Experience / Skills / Education :

Bachelor’s Degree

Experience working in a trauma informed organization

Essential Duties :

Ability to maintain and when necessary, revise executive files

Screens calls and visitors, ascertaining who can be redirected to subordinate management. Provides information to callers, including board members and key external stakeholders, which require comprehensive knowledge of agency policies, practices and operations.

Attend meetings, prepare agendas and take minutes

Maintains executive’s calendar, regularly arranging meetings, conferences and appointments. Schedule and confirm appointments. Arranges hotel and travel accommodations

Prepare andprocess executive expense reports

Prepare Purchase Orders and process invoices for payment

Opens and reviews mail directed at BU leadership. Composes responses to routine inquiries, delegates to subordinate managers and forwards as appropriate.

Follow up on assignments delegated to subordinate managers as to status, completion, etc.

Make trips to stores to purchase necessary items for department or program

Handle and maintain confidential and non-routine and information

Draft written responses or replies byphone or email when necessary

Prepare documents from rough drafts, editing grammar, punctuation or spelling, as needed

Design and type general correspondence, memoranda, charts, tables, graphs

Proofread for spelling, grammar and layout, making appropriate changes

May conduct report writing as well as postage and mail depending on location

Assist with planning, preparation and coordination of events or hosting visitors

Gathering information on the internet or other places for reports, grants, projects, etc. while maintaining a record of sources

Staff members are expected to work with children and families, community partners and each other using KVC values of Respect, Accountability, Integrity, Open Honest Communication, Teamwork and Continuous Improvement. Additionally, staff members are expected to be role models for individuals and families, be solutions focused, and build upon their strengths. KVC employees are also expected to maintain knowledge of and adhere to all company policies and procedures.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand, walk, talk, or hear, and taste or smell. The employee frequently is required to use hands to finger, handle, or feel; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee is occasionally required to sit for intermittent amounts of time. The employee must regularly lift and / or move up to 10 pounds, frequently lift and / or move up to 25 pounds, and occasionally lift and / or move up to 75 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.

Funding for this position provided through the Cabinet for Health & Family Services with Kentucky State Funds and / or Federal Funds.

KVC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, age or disability.